Club Council

If you're unsure about the funding applicaiton process, please email Club Council ([email protected]) to schedule a 15min meeting with Club Council's Funding Committee. During that meeting they will cover funding categories, policies, required information for the funding application via Engage, and timeline.

1.  Submit Funding Application via Engage. 
   • Once your application is submited, the Funding Committee pulls the information from your application and presents it to Club Council for a vote. Club Council meets weekly so you should hear back within a week of submitting the application! Club Council has the right to postpone their decision, in order to ask addtional questions or gather more information. Once they have all of the information they will vote to approve/deny the funding request.
2.  If you are approved.
   • Club Council will send an approval email to the club leader that submitted the funding application
     • once you recieve that approval email then you can spend personal funds (for the amount/event approved) and reimburse yourselves when the check arrives in Club Hub. However, if you spend over the approved amount, you will not recieve additional funding from Club Council. We strongly encourage you to hold off on spending money until your check has arrived and you deposit it into your club's bank account. If you have any questions, please contact Jesse Vinson ([email protected]), an Associate Director of Campus Activities and Club Council's advisor. 
   • Club Council will submit your application information to Campus Activities' Business Manager and Controller's Office. This process can take up to 40 days (longer if there are State Holidays in that timeframe) so please apply for funding ASAP and don't expect a quick turn around for a check to be in your hands.
   • Once the Controller's Office has the information, they mail a check to Club Hub, Club Council's office.
   • When the check arrives in Club Hub, Club Hub's Involvement Assitant will email the club President, Vice President, and Treasuerer based on the club's roster in Engage. Therefore, it's important that your club's roster is always up to date in Engage, otherwise, you will not recieve your check in a timely manner.
   • Once your club leaders pick up the check then you may begin spending the approved funds.
     • REMINDER: You are required to turn in ALL original itemized receipts (and/or left over money) in Club Hub located in rm. 219 Plemmons Student Union or Campus Activities rm. 244 Plemmons Student Union. Again, any money that you recieved and didn't spend HAS to be returned to Club Hub or Jesse Vinson in Campus Activities (i.e. check- made to Appalachain State University, card, cash, coins, or money order) 
3. If you are denied. 
   • Club Council has the authority to deny any funding application. The Funding Committee will deny the application in Engage and contact the person who submitted the application to notify them of the decision and provide a reason why it was denied. 

• Funding request/applciation must be approved by Club Council BEFORE you begin spending funds.
  • You will recieve an email from Club Council if your funding application is approved.
  • You will NOT be reimbursed if you spend money prior to Club Council's approval email. 
• Current and active EIN registered with the IRS
  • The funding applicaiton can not be sent to the Business Manager or Controller's Office without an active EIN. 
  • In the funding application, you have to submit a New Vendor Packet and W9, if the information does not match (down to the letter) then it can not be submitted until it's 100% correct or a new EIN is created. 
    • Disclaimer: Club Council, Club Hub, Campus Activities, the Business Manager, nor Controller's Office can alter or edit any information on New Vendor Packet and W9 paperwork. Nor can they create an EIN with the IRS on behalf of the organizaitons. These actions must be done by students in the organization. 
  • If your organization doesn't have an EIN registered with the IRS,  please contact Jesse Vinson ([email protected]), Associate Director of Campus Activities and Club Council's advisor. Jesse will provide steps to obtain an EIN - there's also an option to set up a meeting to talk more in depth.
• Current and active off-campus bank account. 
  • The funding applicaiton can not be sent to the Business Manager or Controller's Office without an active off-campus bank account.
    • Disclaimer: Club Council, Club Hub, Campus Activities, the Business Manager, nor Controller's Office can alter or edit any information for a bank account. Nor can they suggest or create a bank account on behalf of the organizaitons. These actions must be done by students in the organization. 
  • Check's are made payable to your organization and delievered to Club Hub.  Checks are NOT written to individual students - only organizations.  Therefore, your organization must have an off-campus bank account to deposit the check. 
    • Note:  Once the check has been cut from the University, it will be delivered to Club Hub (PSU 219).  It is the Club Representative's responsibility to pick up the check and double check the amount. 
• If you are receiving any funding for travel, your organization must fill out the Student Travel Verification Form located on the Student Affairs website.

Questions?  Contact Club Council at [email protected]